Last Updated on April 21, 2022 by Admin
A tendering department team member typically handles all of the requests for bids that come from clients and vendors. This article discusses a tendering department employee’s job description and salary details.
An invitation to bid on a project or accept a formal offer, such as a takeover proposal, is known as a tender. Tendering is how governments and financial organizations solicit bids for significant projects that must be completed within a specific time frame.
Tender department employees are responsible for examining tender documents, the scope of work, determining qualifications, and financial criteria, making presentations, risk matrix, and providing information to top management to obtain bidding approval.
From receipt of a tender inquiry to contract award and subsequent handover to operations, the Tendering Department employee will be responsible for tenders dealing with all commercial and estimating activities associated with the Client’s tender requirements and all associated subcontract and supplier requirements.
What is Tender Management, and what does the tender management process include?
Tender management, proposal management, or bid management is the process of planning and preparing these proposals or tenders, including competitive pricing. A good tender writer who truly understands how to create a bid and can make the tender stand out among the competition is in great demand.
When an appropriate Invitation to Tender (ITT) is identified, the tender process begins. The ITT is a formal document that a purchasing business publishes to alert other companies that bids for a piece of work, project, or service are needed.
Tenders must always be returned by a specific date, making bid management extremely time-consuming. It all contributes to the overall tension of the situation.
The steps to take in the tender management process are as follows:
- Investigating the ITT’s requirements.
- Creating a solution that satisfies these criteria.
- Managing the team of people that will be writing the tender.
- Creating a compelling proposal that meets the requirements while also standing out from the competition.
- Developing a price structure to win the bid and profit after the project.
- Minimizing risk while increasing the tender’s impact.
- Meeting strict deadlines.
Hierarchy in the Tendering Department
Duties and responsibilities of Tendering Department employees
Employees in the Tendering Department must perform the following tasks and responsibilities:
- Assist in the preparation of tenders and standardized tender templates and paperwork.
- Only prepares tender methodology, cashflows, and programs when a technical expert is unavailable.
- Oversee the compilation and, when necessary, the drafting of high-quality proposals, bids, and tender answers to ensure that tenders and bids are handled professionally, quickly, and compliantly.
- Maintains a list of eligible vendors, particularly for upcoming bids.
- Compilation of varied input to create a more competitive bid document
- Monitoring deadlines
- Checking on evaluation and contract negotiation
- Ongoing communication with the User Department regarding Tender criteria and status.
- Communicate with vendors as needed during the tender process, such as non-disclosure agreements, confirmation of interest, etc.
- Assemble and maintain internal Procurement documents about the tendering process, including tracking management approval for tendering and contracting actions.
- Maintains tender files and arranges for archiving following the completion of the tender.
- Prepares status reports and projected timelines for tenders regularly, as needed.
- Coordinates and communicates with Financial Services. In light of the company’s evolving and changing demands and prospects during this early stage.
- Create a BOQ in the estimating package by following through on successful acquisitions.
- To manage and marshal the efforts of all relevant departments relating to tendering/bidding activities and contract review;
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- To coordinate, prepare, and assemble bid submission materials with tendering/bidding activities, tender questionnaires, and pre-qualifications;
- To assist the commercial department in cultivating good relationships with existing and potential associates/customers by coordinating customer bid requirements across various departments such as planning, QA/QC, HSE, Engineering, Production, and so on;
- To collect and compile all queries and requests for additional information for communication to customers;
- Examine incoming tenders and make a list of the tender deadline, project start and end dates, tender submission instructions/requirements, and manner of submission;
- To gather tender information and references from a variety of sources, including online search engines, industry, and market intelligence data, and so on, to submit the tender;
- To ensure that tender submission due dates are strictly adhered to, including the checking, binding, packing, and preparation of outgoing submissions;
- To ensure that tender submissions are standardized in format, font, logo, and other factors and comply with the customer’s tender requirements.
How do Tender Department Employees work?
- How Tendering and Procurement Supports Organizational Goals
- The Impact of the External Environment
- Adapting to New Business Models
- Critical Supply Strategies
- Transforming the Supplier Relationship
- The Procurement Cycles
- The Tendering Process
- How can we be sure we’re getting a reasonable price?
- Elements of a robust procurement process
- Choosing the correct contracting approach
- Stages in the tendering process
- Developing tender assessment criteria
- Negotiating with short-listed suppliers
- Advanced Procurement Skills
- Transforming the supplier relationship
- Defining the organization’s objective in supplier relationships
- How to be a good customer
- Differentiating between SRM and collaboration
- Optimizing the supply base
- Negotiation Techniques
- Avoiding Confrontational Negotiations
- Communication Techniques
- New Influencing Techniques
- Recognizing the power of the other negotiator
- Negotiating Pressure Points and Countermeasures
- Improving the Organization
- Recruiting and retaining procurement management talent
- Creating a realistic personal action plan for improvement
- Procurement business continuity and contingency planning
- What is Activity-Based Costing
- How procurement can enhance finances
Skills required to become Tender Department Employee
The following key skills and traits are required to become an effective tender manager:
- Expertise in negotiating and when negotiating essential and timely tender contributions, managing big egos, and customizing communication methods to various parties and personalities is a must. While managing strong egos under a tight tender timeline might be difficult, it’s vital to get everyone working together as much as possible throughout the tender process.
- Ability to schedule comprehensively. Gantt charts, Excel spreadsheets, Microsoft Project, and SharePoint can all be used to help with scheduling. It’s critical to have an eye for fine details while considering the overall tender timeline and resource availability.
- Accountability. A tender manager must maintain accountability throughout the tendering process. This is also true for every tender contributor. It’s a good idea to spell out essential tender position tasks and expectations from away so that employees are held accountable for their contributions throughout the process.
- Constant multitasking ability. A tender’s success depends on communicating with many parties and working on multiple projects with competing deadlines. It’s exhausting, but a tender manager’s ability to multitask efficiently throughout the tender process is critical.
- The ability to delegate effectively and on time. When essential tender milestones are reached, an effective tender manager will not waste time tinkering with the front cover design. They will give this assignment to a qualified graphic designer who will be able to design more successfully and quickly. Instead of dumping work on crucial tender resources at the last minute, it’s essential to give them enough warning and clear briefs.
- Clear-headedness. Ability to operate accurately and quietly under pressure and in a short amount of time. This is especially critical in the days leading up to the deadline when nerves are raw, and there are high tensions. People deal with stress differently, but cursing at the computer and being disrespectful to people does not reflect well on a sensitive boss, especially if they explain their conduct on being overwhelmed.
- A combination of tolerance and persistence. Tenders are often stressful, and many people don’t always handle stress effectively. It’s fine to be patient to a point, but you also need to be tenacious enough to get the correct information from the right people at the right time.
Essential Qualifications required for Tender department employee
There are a few entry-level and graduate programs available. Still, most aspiring bid managers work in the Tender department or transition into the position after working in a related field, such as sales account management or (in the construction industry) quantity surveyor, engineer, site manager, or contracts manager.
Typically, a bachelor’s degree is required. Employers frequently ask for it to be in one of the following subjects:
- a subject connected to the industry in which the job is located (so, for example, a construction management, engineering, or quantity surveying degree for construction, infrastructure, or transport employers; electronic engineering, software engineering, or computer science degree for technology companies; or a property degree for property management companies)
- a topic related to business or management (as commercial awareness and knowledge of business principles are essential for the role)
- Literature in English or English as a second language (good written communication skills are important).
Bid managers and bid writers might earn professional certifications while working. These could be with the Association of Proposal Management Professionals (APMP) or a professional group related to the industry in which you specialize. Qualifications from the Chartered Institute of Building or the British Institute of Facilities Management may be helpful for career advancement in the built environment sector.
Salary details for tender department employee
Tendering Department employee salary in India ranges from ₹2.7 Lakhs to ₹18.0 Lakhs, with an average annual salary of ₹5.4 Lakhs.
The salaries of Global Tender employees in the US range from $160,000 to $240,000, with a median salary of $200,000.
If you want to work in the Tendering Department as a professional, you’ll need to develop these key personal qualities and talents. If you have strong writing, proofreading, and investigative or research skills, you can work as a tender writer, the first step in the tendering process. Tendering has a lot of room for advancement, so you can go far if you choose this as a professional path.